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In this next series of posts on memorizing the processes, we move on to the final step 6, which is memorizing the INPUTS & OUTPUTS associated with each of the 42 processes. In order to breakdown the memorization into more bite-size chunks, I am going to break down this topic into at least 9 posts, one for each knowledge area. (There may be some knowledge areas that require more than one post.)

This post covers chapter 10 of the PMBOK® Guide, which covers the Communications Knowledge Area. This knowledge area contains 5 processes, one of which is in the Initiating Process group, one of which is in the Planning Process group, two of which are in the Executing Process Group, and the last of which is in the Monitoring & Controlling Process Group.

2. Review of processes in Communication Knowledge Area

As a review, here is a chart which gives a summary of the processes themselves, plus the tools & techniques used as part of that process.

Process
Number & Name

Process Description

Tools & Techniques

10.1 Identify Stakeholders

Identifying project stakeholders, that is, people impacted by the project, and documenting their interests, involvement, and impact on the project.

1. Stakeholder analysis

2. Expert judgment

10.2 Plan Communications

Determining the needs of project stakeholders for information and defining a communication approach.

1. Communication requirements analysis

2. Communication technology

3. Communication models

4. Communication methods

10.3 Distribute Information

Making relevant information available to project stakeholders.

1. Communication methods

2. Information distribution tools

10.4 Manage Stakeholder Expectations

Communicating with project stakeholders to meet their needs and address issues as they occur.

The inputs for a given process are the documents or results of other processes that are used in order to do the process. The results of going through the process are the outputs. These outputs are then used as inputs for some other process.

4. Generic inputs

Before we start, there are two “generic” inputs that are used in many, many processes. The term “generic” inputs is not to be found in the PMBOK® guide; that’s just my term I made up in our study group to clue people in to the fact that they are included as an input in more processes than you could probably name off the top of your head.

A. ENVIRONMENTAL ENTERPRISE FACTORS (EEF)

This is the “company culture”, or factors that are external to the project but which influence the project’s success. These can include the company databases and, in particular, the project management software used by the company.

B. OPERATIONAL PROCESS ASSETS (OPA)

Written procedures, policies, and guidelines that are used by the company to guide all operations, including projects. Lessons learned would be an important part of OPA.

Think of the operational process assets as the “hard copy” (written procedures), and the environmental enterprise factors as the “soft copy” (software and the company culture or “unwritten rules” that govern how work is done).

NOTE: Tools & Techniques will be listed for the purpose of completeness and for reference, but their detailed description will be omitted, because it is contained in the blog posts specifically covering Tools & Techniques for that knowledge area.

10.1 IDENTIFY STAKEHOLDERS

To remember the inputs for this process, remember that the purpose of this process is to identify all people and/or organizations that are impacted by the project.

INPUTS

10.1.1 Project charter

This is the output of 4.1 Develop Project Charter process.

10.1.2 Procurement documents

This is the output of the 12.1 Plan Procurements process. It is used to identify those stakeholders that are parties to any contract with a supplier.

This gives the stakeholder communication requirements, as well as details regarding the frequency, means, and format of the communications. It includes guidelines and templates for project status meetings, project team meetings, e-mail, and online or electronic meetings.

10.2.2 Project document updates

The stakeholder register and stakeholder management strategy may need to be updated.

10.3 DISTRIBUTE INFORMATION

The purpose of this process is to make relevant information available to project stakeholders.

INPUTS

10.3.1 Project management plan

The communications management plan is a part of the project management plan, which is an output of the 4.2 Develop Project Management Plan process.

10.3.2 Performance reports

These are outputs of the 10.5 Report Performance process. These reports are to distributed in the project meetings based on this process.